The Office of Mayor Camilla Magnez has issued a further clarification on the upcoming municipal filing code standardization initiative, including revised binding method preferences, minor adjustments to approved paper stock, and updated guidance on classification indexing.
As part of Lovat’s longstanding commitment to procedural consistency, new recommendations have been issued regarding the proper organization of municipal documents. Effective immediately, typewritten reports, memos, and other official filings are to be bound using either a single staple (angled between 40-50 degrees in the upper left corner) or a standard two-hole punch fastener for multi-page records. Temporary document groupings must use size #1 paperclips unless the packet exceeds 15 pages, in which case a medium binder clip is permitted. Departments are reminded that the use of plastic fasteners remains strictly prohibited and that folded corners as a means of affixing pages together will not be recognized as an official binding method.
In addition, the standardization committee has approved a minor adjustment to the authorized municipal paper stock. While all documents will continue to be typed on the required 24-pound archival-grade stock, the previously approved “Natural White” shade has been phased out in favor of “Subtle Ivory.” This decision follows an extensive review of readability concerns under artificial lighting conditions, particularly in offices utilizing overhead fluorescents. Municipal clerks with remaining stock of “Natural White” are encouraged to exhaust existing supplies before transitioning to the updated standard to minimize unnecessary waste.
Further clarifications have also been issued regarding acceptable formatting for typewritten municipal records. While font size remains dictated by the typewriter model in use, all reports must maintain even margins of no less than 0.5 inches and no greater than 1.25 inches. Additionally, underlined section headings are now the preferred method for emphasizing key points, rather than the previously accepted practice of double-spacing between paragraphs. Departments are advised to adhere to these formatting adjustments to maintain consistency across records.
“These refinements will bring greater efficiency and uniformity to municipal operations,” said Administrative Affairs Director Meryl Cundry. “The decision to adopt ‘Subtle Ivory’ as the new paper standard was made carefully considering eye strain factors and we anticipate a smooth transition as clerks adjust to the updated guidelines.”
To assist with the transition, the standardization committee will be hosting a required instructional seminar on proper filing procedures, including detailed guidance on label placement, carbon copy retention, and the correct angle at which documents should be stacked for storage (now officially set at 15 degrees). Additional clarifications on acceptable ink densities for official stamps will be issued in the coming months.
For further details, a hard copy of the full guidance document is available for review at designated municipal offices.